iLab Registration

iLab is an online scheduling and billing system that allows researchers to submit work requests and to schedule equipment with UW shared resources. Visit our core directory for more information on each core.

Group/lab administration includes the principal investigator, the manager(s) and the primary contact. These roles have the following capabilities:

• Manage memberships
• Manage fund assignments
• Manage budgets
• Approve service requests
• Manage payment selections on services
• Review, approve and manage all invoices

As a PI, you are responsible for accepting your group members into your group/lab, adding in funding strings and assigning them to the appropriate researchers. These responsibilities may be delegated to a manager once the PI account and group is created in iLab.

Existing users log into iLab at https://uwmadison.ilabsolutions.com/account/login

New PIs and new members should follow the instructions in the “Registering for an account” tabs below.

REGISTERING FOR AN ACCOUNT in iLab

1. Navigate to the iLab login page and click the ‘Register’ button in the top right of the screen then click the ‘Registering using UW credentials’ link.
2. Log in with your NetID and password.
3. Search the ‘PI/Group’ dropdown for your name. If your name is not there, select the ‘My lab is not listed’ option. Fill in your contact phone number. Click the ‘register’ button.
4. Once your request has been submitted, the iLab team will work with you to get your group/lab created. When this is complete, you will be able to access iLab.
   1. Ensure that your time zone is set to Central Standard Time
5. Before you are able to request services and schedule equipment with NMRFAM, the following steps must be complete for your lab:

ADDING YOUR GROUP/LAB MEMBERS

If your group/lab members are already registered to another group within iLab, you may add them to your group:

1. In your group/lab, click the “Members” tab
2. At the bottom of the page, click “Link existing user”
3. Enter a name to search, click on the correct name in the results, and click “Add”
4. The group/lab member will be able to select the group when ordering services or reserving resources using iLab

Most group/lab members will need to request access to your group. Group/lab members should follow the steps in the tab “Getting Started: Group/Lab Members,” below. Once they’ve requested access, complete the following steps:

1. Log into iLab and select “My Groups” on the left navigation bar
2. Select the name of the group/lab to which you want to add lab members
3. Select the “Membership Requests & UW fundings” tab. New membership requests will show at the top of this page
4. Click “Approve” to accept a member into your lab. Click “Reject” if they are not a member of your group/lab.

ADDING FUNDING ACCOUNTS (FUNDING STRINGS)

1. Log into iLab and select “My Groups” on the left navigation bar
2. Select the name of the group/lab to which you want to add funding account
3. On the lab page, open the “Membership Requests & UW fundings” tab
4. Scroll to the bottom and select “Manually add a new UW funding”
5. Fill out the required information and select “Add”
6. The funding account will now be available in the Manage UW fundings table.
7. Select the corresponding staff check boxes in the column for the funding account to give them access to that funding string. Group/lab members will now be able to use that funding string to request services or make appointments

OPTIONAL: DESIGNATE A LAB MANAGER/PROXY

1. Log into iLab and select “My Groups” on the left navigation bar
2. Select the name of the group/lab for which you want to designate a manager
3. On the lab page, open the “Members” tab
4. Find the member you want to designate as a manager and select the yellow pencil icon to the right of their name
5. In the “Lvl:” dropdown, change their level to “Manager”
6. If the member you have designated as a manager should also receive invoices for core services, select the “Core Financial Contact” checkbox.
7. Select “Save” to the right of the member’s name.

REGISTERING FOR AN ACCOUNT

1. Request access to UW—Madison’s service centers: https://uwmadison.ilabsolutions.com/account/signup/1802

ADDING YOUR LAB MEMBERS

If your group/lab members are already registered to another group within iLab, you may add them to using the following workflow:

1. In your group/lab, click the “Members” tab
2. At the bottom of the page, click “Link existing user”
3. Enter a name to search, click on the correct name in the results, and click “Add”
4. The member will be able to select the group/lab name when ordering services or reserving resources using iLab

Most members will need to request access to your lab. Once they’ve requested access, complete the following steps:

1. Log into iLab and select “My Groups” on the left navigation bar
2. Select the name of the group/lab to which you want to add members
3. Select the “Membership Requests & UW fundings” tab. New membership requests will show at the top of this page
4. Click “Approve” to accept a member into your group/lab. Click “Reject” if they are not a member of your group.

OPTIONAL: DESIGNATE A GROUP MANAGER/PROXY

1. Log into iLab and select “My Groups” on the left navigation bar
2. Select the name of the group/lab for which you want to designate a manager
3. On the group/lab page, open the “Members” tab
4. Find the member you want to designate as a manager and select the yellow pencil icon to the right of their name
5. In the “Lvl:” dropdown, change their level to “Manager”
6. If the member you have designated as a manager should also receive invoices for core services, select the “Financial Contact” checkbox.
7. Select “Save” to the right of the member’s name.

REGISTERING FOR AN ACCOUNT

1. Navigate to the core page: https://uwmadison.ilabsolutions.com/account/login
2. Click the ‘Register’ link in the top right of the page
3. If you have a NetID, click the ‘Register using UW Credentials’ button then follow the onscreen instructions to log in with your UW NetID
4. If you do not have a NetID, click the ‘Register for an iLab account’ button and follow the onscreen instructions to create an account.
5. You will be directed to an iLab Registration page where you will need to select your PI/Group, and verify your contact information
   1. If your PI/Group is not available in the drop down, refer your PI to the instructions “Registering for an account as a UW PI” above
6. Once your registration has been submitted, your PI will receive a notification from iLab that you have requested membership to their group/lab. They will need to approve your membership and assign one or more funding accounts for your use.

Notes: Ensure that your time zone is set to Central Standard Time to make reservations

If you are in one group/lab and need access to another, you may either request to join the group directly, or the group management must add you.

METHOD ONE

The first method to join a new group is to request access directly. To do so, follow these steps:

1. Click on the navigation menu
2. Click on “Manage Groups”

Next:

1. Click “Request Group Access”

You will now see the option to choose your institution (University of Wisconsin – Madison) and the group/lab you would like access to. Simply start typing the name of the PI and the group will appear. Click on the desired group/lab and click “Request Access”. The PI or manager will now be able to approve your request.

METHOD TWO

The second method to join a group/lab is for the PI to add you. They will complete the following steps:

1. In the group/lab, click on the “Members” tab
2. At the bottom of the page, click “Link existing user”
3. Enter a name to search, click on the correct name in the results, and click “Add”
4. The member will be able to select the group/lab name when ordering services or reserving resources using iLab

NEW USER REGISTRATION:

If you have never scheduled NMRFAM spectrometer before, you will need to complete New User Registration. To complete New User Registration, follow these steps:

1. Request access to NMRFAM’s iLab site by clicking here.
2. Once NMRFAM has granted you access, you will receive an e-mail to complete the New User Registration form.

Once you have completed the form within the New User Registration, NMRFAM staff will review the form and grant you the applicable access to spectrometers and services.

Requesting spectrometer time:

WORKFLOW FOR REQUESTS MORE THAN 10 DAYS OUT:

1. Navigate to the NMRFAM iLab page.
2. Click on the “Request Time or Service” tab (pictured below).

3. Click on the “Initiate Request” button on the far right of the screen for Spectrometer Time Request.

Note: You may need to complete training in order to use specific equipment. If you require training, you must request this separately.

4. Select your name and lab associated with this request and click “Proceed”.

5. Fill out any information required by the NMRFAM for the specific equipment you would like reserved.

5. Save your completed form.

5. Select the appropriate funding string for the request from the ‘Select UW funding’ drop down.

7. Click the “Submit request to researcher” button to send your reservation request to NMRFAM for review.

WORKFLOW FOR REQUESTS LESS THAN 10 DAYS OUT:

1. Navigate to the NMRFAM iLab page.
2. Click the “Current Month” tab (pictured below).

3. Navigate to the equipment you would like to schedule time on. Click on the “View Schedule” button on the far right of the screen of the corresponding spectrometer you are reserving time on.
   1. Note: You may need to complete training in order to use specific equipment. If you require training, you must request this separately

4. Double click on the calendar and find your name and your lab. Click Next.

5. Follow steps below to reserve time on spectrometer.

6. Complete all required reservation information

1. 1. Confirm the time(s) selected

Confirm your funding 7. Submit the request to NMRFAM by clicking “Save and Approve”.

8.Your reservation is complete! Please email NMRFAM Administrator if you have any questions.

NEW USER REGISTRATION:

If you have never scheduled NMRFAM service before, you will need to complete New User Registration. To complete New User Registration, follow these steps:

1. Request access to NMRFAM’s iLab site by clicking here.
2. Once NMRFAM has granted you access, you will receive an e-mail to complete the New User Registration form.

Once you have completed the form within the New User Registration, NMRFAM staff will review the form and grant you the applicable access to services.

Requesting Service:

1. Navigate to the NMRFAM iLab page.
2. Click on the “Request Time or Service” tab (pictured below).
3. Click on the “Initiate Request” button on the far right of the screen for Service Request.

4. Select your name and lab associated with this request and click “Proceed”.

5. Fill out any information required by the NMRFAM regarding your samples.

6. Read acknowledgment and Press “Save Completed form”.

7. Select the appropriate funding string for the request from the ‘Select UW funding’ drop down.

8. Click the “Submit request to researcher” button to send your reservation request to NMRFAM for review.